Quotes waiting in Sent. Some going cold. IBIOS shows you which ones need attention now.
Quotes left unanswered don’t close themselves. In a busy week, they slip off the radar entirely. IBIOS puts a red flag on every quote that has been sitting in Sent past your ageing threshold, visible on Monday morning before the first cup of tea.
What happens to quotes when no one is counting the days?
You send a bathroom quote on a Tuesday. The customer says they’ll have a look and get back to you. That was weeks ago. You’ve been busy — new enquiries came in, jobs went to survey, an order arrived short. The quote to the Hartley family is sitting in your email sent folder, and nobody has thought about it since.
The Hartleys haven’t said no. They haven’t gone elsewhere. They’re waiting for someone to follow up — because most people, when they don’t hear back, assume you’re not that interested in the work.
Without a system that tracks age, the Monday morning review means opening every quote individually, checking the sent date, calculating the days elapsed, and deciding what to chase. On a full pipeline, that takes real time, so it often doesn’t happen every week. The quotes drift.
How do you review ageing quotes on a Monday morning in IBIOS?
A step-by-step walkthrough of how the director handles the open Sent quotes, including the ones that have been waiting longest.
Director opens Quote Pipeline on Monday morning
The Kanban board opens on the Sent column, showing every open quote card, each displaying the customer name, quote value, and the number of days since the quote was sent.
Red and yellow flags visible immediately
Some cards show a red age indicator, others yellow, each with its days-since-sent count. No manual date arithmetic. No scrolling through email threads. The risk is visible in a single glance.
Director clicks each red quote in turn
Each quote card expands to show the customer name, the quoted total, the last logged contact date, and any notes from the job record. The bathroom for the Hartleys, the wetroom for McAuley, and the suite for Quinn are all visible on one screen.
Follow-up sent on two quotes
The director clicks “Send Follow-up” on the Hartley and McAuley quotes and writes a short chase email for each, with the customer name and quote reference. Coming soon: IBIOS will draft these chase emails for the director to review. Each message is logged against the quote with a timestamp.
Third quote moved to Reviewed — no chase needed
The Quinn quote already has a note: customer replied by email last week, minor query about tile choice. Director moves the card to “Reviewed”. The ageing indicator clears and the pipeline is accurate again.
What changes for the business
A quote that gets a timely follow-up has a better chance of closing than one that goes silent. The ageing indicator means the director never has to remember which quotes need chasing — IBIOS makes it impossible to miss.
Questions about quote ageing and Monday reviews
How does IBIOS calculate quote age?
Quote age is counted in calendar days from the moment the quote was moved into the “Sent” status in the pipeline. The clock starts at the exact timestamp of that stage change and is displayed live on the quote card. If a quote is moved back to Draft and then re-sent, the clock resets to the new send date.
Can we customise the yellow and red ageing thresholds?
Yes. The yellow and red flags come with default thresholds that can be adjusted per tenant in the pipeline configuration. If your typical quote response time is shorter, for example for trade accounts, you can tighten the thresholds accordingly. Changes take effect immediately across the pipeline view.
Does IBIOS send follow-up emails automatically, or does the director approve each one?
Today, a person sends each one. The pipeline shows which quotes have passed the yellow or red threshold, and the director or a member of staff sends the follow-up from the quote. Automatic follow-up, where IBIOS sends a polite check-in once the threshold is reached without manual approval, is coming soon and is not live yet.
What happens when a customer replies to the follow-up?
Today, staff note the reply on the quote and move the quote card from “Sent” to “Reviewed”. The ageing indicator stops, and the director sees the quote in Reviewed rather than ageing in Sent. Coming soon: IBIOS will move the card automatically when a reply is matched to the quote thread, and notify the relevant staff member.
Does the ageing indicator affect how quotes are sorted in the pipeline?
Yes. By default, red-flagged quotes sort to the top of the Sent column so the highest-risk quotes are always visible without scrolling. Yellow-flagged quotes sort below red ones, and newer quotes without flags appear at the bottom. Sort order can be changed to value, customer name, or custom order in the pipeline settings if your team prefers a different arrangement.
Related features and use cases
Stop losing quotes to silence.
IBIOS flags ageing quotes in red before they fall off the radar. Early access by waiting list.